PROTEL FIELDWORK PRIVACY POLICY

PROTEL FIELDWORK PRIVACY POLICY
Here at Protel Fieldwork we take the protection of your personal information very seriously. We take all
precautions necessary to ensure that the information you entrust to us will be held securely and processed
in accordance with the Data Protection Act 1998 and GDPR 2018, and our own internal code of ethics.
This policy sets out the information you need to know to understand how we will process and protect your
information.
Below we shall refer to the ‘Data Subject’, and to clarify, this is the individual whose personal information
we hold; they could be a member of staff, or other identifiable individual.
Who we are?
For the purposes of the Data Protection Act 1998 (The Act), the Data Controller is Protel Fieldwork Limited
of Unit F, Kings Chambers, Queens Road CV1 3EH. Our nominated representative for the purposes of the
Act is Lucy Small. Our full contact details can be found at the end of this policy.
Why we need your information
We keep information of our own customers, including those who have requested quotes but have never
commissioned a project, as well as data of our employees. From time to time we like to keep in touch with
customers, to keep them up to date with the services we supply and any relevant news from the company.
We need your personal information to allow us to comply with our legal and fiduciary duties.
Personal information may be collected and processed for the following purposes: -
•Human Resources, Payroll & Finance To comply with employment legislation and ensure that all staff
working within the organisation are qualified, competent, vetted and receive ongoing training.
•Wherever possible we shall obtain the consent of the data subject before sharing.
What Information we capture
Protel Fieldwork Ltd collect information of our employees through application forms and other personal
data that is generated in the course of your work. We will only collect the minimum amount of information
necessary. The information we collect will include:-
Employees
We will collect all personal information required to comply with employment legislation, including where
necessary sensitive information. This may include medical information and where additionally appropriate
we will perform a criminal record search. To prevent discrimination, and ensure diversity we shall request
information from the Data Subject on religion, sexuality and ethnicity.
Customers
For our customers, we only keep your name, job title, address, telephone number and email address.
How we process your Information
We will only use your personal information for the purpose for which it was given, we will not keep it for
longer than is necessary and will destroy the information securely according to our formal retention policy.
Unless a valid reason exists to retain longer, employee records are usually deleted 36 months after their
final day of work for the company. Job application files for unsuccessful applicants are destroyed after 12
months of the decision being made.
Personal or sensitive information is not held or shared by third parties including any outside of the UK.
Where we store your information
Your personal information will be hosted securely within the UK. If we transfer your information to a data
processor, for example, an email broadcast company to assist us in keeping you up-to-date with
announcements, news and information, and they are located outside of the EEA, we shall take all
reasonable steps to ensure that your information is protected as if we hosted it ourselves. No information is
transferred or backed up outside of the UK.
Who we share your information with
Your information will only be shared within Protel Fieldwork Ltd. We will never share or sell your personal
information with any other third parties save where we are required to do so by court order or law. For

example, we may be required to pass names of members or images from CCTV to the police to investigate a
crime.
If we are the subject of a merger or takeover then your personal information will be passed to the new
entity, but will only be used for the same or similar purpose you gave it for. You will be informed of the
change and given the opportunity to withdraw consent.
Marketing, Consents & Permissions
We wish to keep you updated of our activities, but will only do so with your express permission.
You have a right to change, amend or withdraw your consent to receive direct marketing messages at any
time. You can do this by contacting info@protelfieldwork or by selecting and or following unsubscribe
options from e-mails.
Cookie Policy
We do not store any personal data in the cookies that we use, and store the information anonymously to
assist us in the running of the site, and also for monitoring the activity and traffic both to and through our
website. To do this we use Google Analytics cookies.
Depending on the browser you use you should be able to control what cookies are placed on your device
through the browser settings. To find out more about cookies, including how to see what cookies have been
set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
To opt out of being tracked by Google Analytics across all websites
visit http://tools.google.com/dlpage/gaoptout.
Your rights
The Data Protection Act 1998 and GDPR May 2018 provides an individual rights which are listed below for
your convenience:-
• You have the right to be informed about how we ensure the ‘fair processing of your information’
and transparency of what we do as stated in this Privacy Policy.
• You have the right to access a copy of the personal information we hold about you by making a
Subject Access Request (SAR) in writing or by email to Protel Fieldwork Ltd for attention of the Data
Protection Officer. Full contact details are provided at the end of this Privacy Policy.
• You have the right of rectification to amend or update your personal information and ensure we
maintain accurate and up to date records and or data about you.
• You have the right to erasure, also known as ‘the right to be forgotten’. The broad principle
underpinning this right is to enable an individual to request the deletion or removal of personal data where
there is no compelling reason for its continued processing by Protel Fieldwork Ltd.
You have the right to ‘block’ or suppress the processing of your personal data. Processing of your
personal information may be restricted in the event it is no longer essential to support the use of services
provided to you and or not part of any contractual, legal or financial requirement to do so. Protel Fieldwork
Ltd is permitted to store the personal data, but not further process it. Protel Fieldwork Ltd may retain just
enough information about you to ensure that any restriction is respected in future.
• You have the right for data portability which allows individuals to obtain and or reuse their personal
data for their own purposes across different services. It allows you to move, copy or transfer personal data
easily from one IT environment to another in a safe and secure way, without hindrance to usability.
• You have the right to object to the processing of your personal information based on legitimate
interests or the performance of a task in the public interest or exercise of official authority including
profiling activity, direct marketing including profiling activity; and processing for purposes of scientific and
or historical research and statistics.
• You have the right to be made aware of any automated decision-making, that are made without any
human
Involvement, and or profiling of your personal information by Protel Fieldwork Ltd
For all Data Protection matters including Subject Access Requests please contact the Data Protection
Controller lucy@protelfieldwork.co.uk

Our contact details
PROTEL FIELDWORK LTD, Unit F, Kings Chambers, Coventry, CV1 3EH
Tel: 02476 238 400 Email: info@protelfieldwork.co.uk
Data Protection Controller: Lucy Small
Limited Company Reg No. 03774968 ICO Registration No. Z7073287

Complaints
If you are unhappy with how we have processed your personal information please firstly contact the Data
Protection Officer listed above, if you are still unhappy you many contact the following:
Information Commissioner's Office
Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF
Helpline: 0303 123 1113 (local rate) or +44 1625 545 745